Associating projects and tasks with work orders

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All outbound project‐related transactions that are passed must be assigned to a project or task for costing. When transactions are entered against a work order, the integration framework uses the corresponding financial control record to retrieve and add the project and task number to the actuals transaction.

Before you begin

Ensure that the task meets the following conditions:
  • The status of the project is APPR (approved).
  • The end date of the project or task is equal to or later than the current date.
  • The Is Chargeable checkbox for the task is selected, indicating that the task accepts charges.

To associate a work order with a project or task, complete the following steps in the Work Order Tracking application.

Procedure

  1. Create a work order, and enter the project and task numbers in the appropriate fields.
    For actuals reporting, associate work orders with only the lowest‐level tasks (tasks without child tasks) within a work breakdown structure.
  2. Approve the work order.
  3. Record labor, material, and tool actuals transactions against the task.

Project attributes on actuals transactions

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For Oracle costing purposes, Project‐related actuals transactions must include the following information:

  • Project ID
  • Task ID
  • Charge organization (project expenditure organization)
  • Non‐labor resource organization
  • Expenditure type
  • Employee number

The integration framework also adds this information to Maximo® Manage purchase requisitions, purchase orders, and invoices that are associated with a project.

Project and task ID

Every outbound actuals transaction includes the project and task number that is associated with the work order.

Charge organization and nonlabor resource organization

The following actuals transactions include the charge organization (project expenditure organization) and non‐labor resource organization:

Table 1. Charge and non‐labor resource organization-specific actuals transactions
Transaction description Transaction type
Material issues and returns MATUSETRANS
Material receipts with direct issues MATRECTRANS
Service receipts with direct issues SERVRECTRANS
Tool transactions TOOLTRANS
The integration framework obtains the charge organization in one of the following ways:
  • If you enter the charge organization directly into a Maximo Manage actuals transaction, the integration framework uses that value.

    To enter a charge organization directly, you must add the charge organization field to the user interface in the appropriate applications.

  • If you do not enter the charge organization directly, the integration framework uses the value in the CHARGEORG integration control.

The integration framework uses the value in the NLRORG integration control as the non‐labor resource organization. Any Oracle Project Accounting charge organization can be a non‐labor resource organization.

Expenditure type

Every transaction that is sent to Oracle Projects must include an expenditure type. The integration framework retrieves the project expenditure type in one of the following ways:
  • If you enter an expenditure type directly into a Project‐related Maximo Manage transaction, the integration framework uses that value.

    To enter an expenditure type directly, you must add the expenditure type field to the user interface in the appropriate applications.

  • If you do not enter the expenditure type directly, the integration framework uses the values in various integration controls to determine the value.
Table 2. Expenditure type value determination logic
Transaction type Condition Expenditure type value
LABTRANS   The value of EXPENDLABOR control
MATRECTRANS MATUSETRANS RESLEVELITEM = 1 The value of EXPENDITEM control
MATRECTRANS MATUSETRANS RESLEVELITEM = 2 and GENITEM not null The value of GENITEM control
MATRECTRANS MATUSETRANS RESLEVELITEM = 2 and GENITEM null The value of ITEMNUM
SERVRECTRANS   The value of EXPENDITEM control
TOOLTRANS RESLEVELTOOL = 1 The value of EXPENDTOOL control
TOOLTRANS RESLEVELTOOL = 2 The value of TOOLNUM

Employee number

The integration framework retrieves the employee number in one of the following ways:
  • If the value of the RESLEVELLABOR integration control is 1, the integration framework retrieves the craft code.
  • If the value of the RESLEVELLABOR integration control is 2, the integration framework retrieves the labor code.

Transfer actuals transactions to Oracle general ledger

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You can send actuals to Oracle Projects as project actuals, to the Oracle general ledger as financial journals, or to both. The following integration controls determine how the integration framework processes project-related and non-project-related actuals.

Table 3. Actuals processing method
Control Description Processing
GLSOURCE Sends non‐project related transactions to Oracle GL If the transaction type is listed in this control, the integration framework skips (does not send) the transaction.
JEPROJSEND Sends project‐related transactions to Oracle GL If the transaction type is listed in this control, the integration framework sends the transaction to Oracle GL.
PROJSEND Sends project‐related transactions to Oracle Project Accounting If the transaction type is listed in this control, the integration framework sends the transaction to the Oracle Project Accounting if the transaction also meets the following criteria:
  • The work order is associated with a chargeable task.
  • The work order is associated with a financial control ID.

Import actuals transactions into Oracle project accounting

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The Projects integration writes the project actuals to the Oracle open interface table PA_TRANSACTION_INTERFACE. To import the actuals from the interface table into Oracle Project Accounting, you must run the concurrent process for the Transaction Import (PRC: Transaction Import).

When defining the transaction source, do not select the Import Burdened Amounts checkbox.

Integration controls for actual cost

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The actuals integration uses the following Projects integration‐specific integration controls.

Table 4. Actuals integration controls
Control Description
CHARGEORG Default charge (project expenditure) organization
EXPENDITEM Oracle Project Accounting item expenditure type
EXPENDLABOR Oracle Project Accounting labor expenditure type
EXPENDTOOL Oracle Project Accounting tool expenditure type
NLRORG Default Oracle Project Accounting non‐labor resource organization
PROJSEND Transaction types for which actuals transactions are sent to Oracle Project Accounting
RESLEVELITEM Resource level for items
RESLEVELLABOR Resource level for labor
RESLEVELTOOL Resource level for tools
SRCTIM Transaction source for labor actuals
SRCUSE Transaction source for non‐labor actuals

Project attributes on purchasing transactions

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The Projects integration also includes the following project attributes at the line level of some outbound purchasing (PR, PO, and invoice) documents.

  • Project ID
  • Task ID
  • Expenditure type
  • Charge organization

Use the following controls to specify whether the integration framework includes project attributes on the outbound purchasing transactions. If the value of the control is 1 (true), the transaction includes the project attributes.

Table 5. Project attribute-specific integration controls
Integration control Controls
PROJAP Invoices
PROJPO Purchase orders
PROJPR Purchase requisitions

The integration framework retrieves project attributes from the work order that is referenced by the purchasing document. As with actuals transactions, you can enter the charge organization and expenditure type directly or enable the integration framework use the default value in the related integration controls.

The value of any of these controls is 1. Then, the integration framework assumes that the corresponding publish channel is enabled and it generates an outbound transaction even when that publish channel is not available.

The Projects integration uses the purchasing integration components that are provided within the Oracle adapter. No separate purchasing components are available for the Projects integration.

Purchase integration controls

The Projects integration uses the following Projects integration‐specific integration controls when outbound purchasing documents are processed.

Table 6. Purchase integration controls
Control Description
CHARGEORG Default charge (project expenditure) organization
EXPENDITEM Oracle Project Accounting item expenditure type
PROJAP Include project accounting data on outbound invoice lines
PROJPO Include project accounting data on outbound purchase order lines
PROJPR Include project accounting data on outbound purchase requisition lines
RESLEVELITEM Resource level for items